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Formatting Your Paper in APA Style (Sixth Edition) Using MS-Word (Office 2007 and 2010) Alan W. Aldrich University of South Dakota
Author Note The author is an associate professor and instructional services librarian in the University Libraries at the University of South Dakota. E-mail: email@example.com Manuscript last updated on 9 July 2011 © 2008 Alan W. Aldrich
abstract.0 as your line spacing. MS-Word is set up to add spaces before and after each paragraph. APA also numbers each page starting with the title page. Positioning the mouse right over this link will open a popup window of text identifying the link and what it does. Click on Orientation. This is the default page. See page 41 of the APA Publication Manual 6th edition for an example of the running head on the title page. Click on Page Layout located on the top of the page. This page header uses all caps. The Portrait choice should be highlighted rather than Landscape. Select Normal which uses 1 inch margins on all sides of the document. On the first page (title page) of your manuscript the page header is preceded by the phrase Running head: exactly as typed here. The preferred typeface in APA style is Times New Roman using a 12 point font. Open the drop down menu and select 2. If you see the phrase “Remove Space Before Paragraph” or “Remove Space After Paragraph” click on them so they change to read “Add Space Before Paragraph” or “Add Space After Paragraph” Doing so will ensure that no extra spaces are being added. Click on the line spacing icon which is located in the center of the tool bar directly beneath the link for View. The page number is positioned in the upper right hand corner of the page. etc. It is just to the right of the Home and Insert functions. . This makes identifying each page of your paper easier of the pages of the manuscript become separated during the review and editing process. references.APA STYLE PAGE FORMATTING INSTRUCTIONS Formatting your title page in APA style using MS-Word (Office 2007) 6 key components of any cover page in APA style Page setup Manuscript page header and page numbers Running head Title Author(s) and institutional affiliation(s) Author Note Page setup All APA style papers use one inch margins on each side of the page. 2 All APA style papers use double spacing throughout the entire manuscript including the title page. Click on Margins. Manuscript Page Header and Page Numbers APA uses a manuscript page header which is a short name for your paper placed at the upper left hand corner of the page. Click on the Home link located at the upper left section of the tool bar.
Type in the running head for your paper. Then click on Page Break from the drop down menu that appears. Begin typing the actual running head for your paper. The Type Text Box will disappear. Instructions for formatting the title are below. Running head: APA STYLE FORMATTING INSTRUCTIONS Once you have typed the running head. Right now we simply need some text on the page before inserting the hard page break To insert a hard page break. Click on the box so a black check mark appears in the box. The cursor should be at the one inch margin on the right side of the page. Make sure you use all caps for your running head. use the Tab key to move the cursor to the right hand margin. Double clicking your mouse button will cause the header section to open at the top of the page. You can hit the Enter key a few times to move the cursor down a few spaces away from the text. Chose Plain Number 1 which will insert the page number on the left side of the page. For this example it would look like the following. Hint-you can also insert hard page breaks by simultaneously depressing the Ctrl and Enter keys. it should be 2 as this is the second page. You will notice the cursor is to the left of the number. do the following steps. On the second page you will see the Type Text box on the upper left corner of the header page area. click on the red X box located at the top right of the tool bar. Follow the steps below for how to do this. You will find it in the Header & Footer box located just to the right of the tool bars center.APA STYLE PAGE FORMATTING INSTRUCTIONS Both Office 2007 and Office 2010 are set up to allow creation of different running heads on the first and subsequent pages of your manuscript. You have to do this because MS-Word does not display the page number for the first page. IT should be just to the right of the Home link. As soon as you do this the header section will appear at the top of your page and you will see a text box with the phrase Type Text in the upper left corner of the page. Instead select Insert Page Number from the choices on the upper left corner of the tool bar. Don’t type anything yet. Click on the Insert tab at the top left of the toolbar. Make sure you begin with the phrase Running head: followed by the actual running head in all CAPS. just to the right of the home tab. Choose the Blank Text option which is the first choice that you have. Ignore the type text on the left hand side. Click on Header. . Click on the Insert link on the tool bar at the top left of the page. Just beneath the label are 3 boxes. Once you have the running head text and page number inserted and positioned properly on the first page. 3 To create the running head and insert the page numbers. This will close the header-footer function. As soon as the page number appears on the page. Enter the number 1. The first box says Different First Page. put the cursor after the text. Put the cursor over the Type Text phrase on the second page. Start on the first page of your manuscript. Look up and just to the right of the Type Text box for the tab labeled Header &Footer Tools. Hit the Enter key three or four times then type in the title of your paper.
is. This will cause the page number to move to the right hand side of the page which is where it should be. etc. and Author Note APA style requires that all authors and their institutional affiliations be identified on the title page. Continue this pattern until all authors have been properly identified. Double space between each line of the title if it uses two or more lines of text. Institutional Affiliation(s). middle initial. Click on the Home link located at the upper left section of the tool bar. Click on the center justification icon which is located in the center of the tool bar directly beneath the link for Mailings in OFFICE 2007 and just beneath the link for Review in Office 2010.APA STYLE PAGE FORMATTING INSTRUCTIONS Once you are done typing the actual running head name. which are done in all lower case letters. Only list the university or college and not your department for the institutional affiliation. 6th edition. Make sure all entries are double spaced. Click on the Home link located at the upper left section of the tool bar. and last name followed immediately below with the institution the author is from. Type in the name of the second author using first name. You should identify your department on one line and provide contact information in the author note such as an email address on a second line. Type in the full title using proper punctuation and capitalizing the first letter of each word in the title.03 for additional information. Close the header by clicking on the large red X box in the upper right hand corner of the page. Author(s) Byline. and last name followed immediately below with the institution the author is from. press the Tab key twice. Type in the name of the first author using first name. Like the title. middle initial. See the APA Manual. Each word in the title has the first letter in upper case text except for common words such as and. Click on the center justification icon which is located in the center of the tool bar directly beneath the link for Mailings in OFFICE 2007 and just beneath the link for Review in Office 2010. . Author Note: The author note is identified as such and appears several inches beneath the title information. This is the default page. section 2. Title 4 All titles on the cover page in APA are center justified which means spaced equally between the left and right hand margins. all other information on the title page is center justified. The order of authorship is determined by the authors themselves. The remaining pages of your manuscript will have the proper running head text on them and the proper page numbers. This is the default page.
Formatting the Abstract page The abstract in APA style consists of a paragraph length summary of what your paper is about. reference page(s). and tables/graphs. it will always be on page 2 of your paper in APA format. order by year with the most recent article first. an abstract page. Click on the Insert link located at the upper left of the toolbar. Two or more articles by the same person. Type the label Abstract using upper case for the first letter and lower case for the rest of the word. Click on the Page Break link located on the left side of the tool bar. A hard page break is inserted between each of these specific sections of the paper. Separate the abstract from the title page using a hard page break.APA STYLE PAGE FORMATTING INSTRUCTIONS 5 You can find a copy of the APA Publication Manual at the I. If you do provide an abstract. This separates the abstract from the body of your paper. Type in each reference in alphabetical order using the last name of the first author of each article or monograph. Center the label Abstract by clicking on the Center Justification icon which is located in the center of the tool bar directly beneath the link for Mailings in OFFICE 2007 and just beneath the link for Review in Office 2010. ask your professor if one is needed or not. . Since many professors do not require an abstract for a student paper. The Left Justification icon is located just beneath the Review link in OFFICE 2007 and just beneath the link for Review in Office 2010 and is to the left of the Center Justification icon. Weeks Library reference desk or at call number BF 76. just beneath the Home link. This will insert the page break. Type in the text of the abstract as a single paragraph but do not indent the first sentence of the abstract. Formatting the References page Insert a hard page break between the body of the paper and the reference page(s). The page break preserves all formatting on the pages above it while allowing changes in formatting to the text and pages below it. You can also use the Ctrl + Enter keys shortcut to insert page brakes. Use double spacing for the abstract. To insert a page break after the title page do the following: Position the cursor at the end of the last line of text on the page. D. Type the word References at the top of the page and center it. The abstract should be between 150-250 words of text depending what the journal requirements are. the full text of the paper. Insert a Hard Page Break after the abstract text using the instructions above. Using hard page breaks between sections of an APA style paper APA style papers consist of the cover page. Use Left Justification for the text of the abstract.7 P83 (2010).
hold the left mouse key and drag the Hanging Intent arrow five spaces to the right. Creating Hanging Indentations APA uses the hanging indentation which is the opposite of paragraph indentation. This should cause the second and subsequent lines of text for each reference to be indented 5 spaces. http://owl. All lines following the first line of text are indented 5 spaces in hanging indentation. There are two arrows that can be slid along the ruler at the top of the page.APA STYLE PAGE FORMATTING INSTRUCTIONS If no author is given then use the first letter in the first word of the corporate author or title to alphabetize the order of presentation. The square box at the very bottom edge of the toolbar is called the Left Tab. On-line web sites for APA style help The Online Writing Center (OWL) at Purdue University offers on-line guides for formatting and using APA 6th edition style. o Year of publication o Title o Publishing information o Digital Object Identifier (DOI) or the URL of the database you retrieved the item from. The bottom arrow (pointing towards the top of the page) is called the Hanging Indent. 6 Make sure the horizontal ruler appears at the top of your text page. Select Research and Citation from the right hand menu choices. Then select APA Formatting and Style Guide. The top arrow (pointing towards the bottom of the page) is called the First Line Indent. Click on the link below then look at the right hand column.purdue.english. Type in each reference using proper APA format but do not indent any line Highlight all of the typed in references Placing your mouse on the Hanging Indent arrow.01) o Author name(s) beginning with last name and initials. The ruler will be immediately below the toolbars. Article from a web-based database (see section 7.edu/owl . NOTE: the DOI is the preferred information for a web-based document.
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